Holiday Season Advanced Annual Leave

Published: November 30th, 2000

Category: Memos

David Colburn, Provost
Larry T. Ellis, Director

In preparation for the holiday season and leave requests, we are providing you with a new policy for advancing annual leave.

Annual leave may be advanced to Faculty, A&P, and USPS employees who do not have sufficient leave to cover normal working hours for the period of December 18-29, 2000.

To keep accurate records of all advanced annual leave credits, central leave administrators should enter leave slips in a timely manner, allowing the employee’s annual leave to achieve a negative balance. Please note: this is an exception to our normal policy. Other than during this period, leave balances should not be allowed to achieve a negative balance.

All annual leave earned by the affected employees then will be credited against the leave that was advanced until the full amount of the advanced leave has been recovered and the employee’s balance becomes positive. No additional annual leave may be approved for employees until positive leave balances have been reached. Since many employees earn only four hours of annual leave each pay period, departments will want to use discretion with respect to the amount of leave advanced. For example, advancing one week of annual leave (40 hours) to an employee who earns 4 hours per pay period will require that the employee work 10 additional pay periods, or five months, before being able to take paid time off for personal reasons. Also, if an employee terminates before achieving a positive annual leave balance, it is the department’s responsibility to recover money due in conjunction with terminal pay.

A form to report approvals of advanced leave is available from the University Personnel Services web site Departments unable to download the form from the web should call Central Leave Administration at 392-5732, SC 622-5732, to obtain a copy of the form. Completed forms should be maintained by the department’s central leave administrator.

A Year-End Reminder: Faculty, USPS and A&P employees with annual leave in excess of their year-end maximums (USPS: 240, Faculty and A&P: 352) will have annual leave hours over the maximum converted to sick leave hours as of January 1, 2001.

Questions about A&P or USPS employees? Please call Central Leave Administration, University Personnel Services, at 392- 5732, SC 622-5732. Faculty members may direct their questions to Academic Personnel at 392-1251, SC 622-1251.

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